Time Saved by Outsourcing Tasks to a Virtual Assistant 11.07/2019

	A	B	C	D
1
2	Instructions: Review the list and add how many hour per week you spend on each task. If you only do it once a month divide the hours by 4. Green items are commonly outsourced tasks to virtual assistants.
3	Tasks	Time in Hours per week	Outsourced to a VA
4	Provide therapy to clients	0.00
5	Write Progress notes	0.00
6	Go to post office to buy stamps	0.00
7	Buy office snacks and coffee at the grocery store	0.00
8	Buy ink at the office store	0.00
9	Report maintenance issues to the landlord	0.00	0.00
10	Clean the office every other week	0.00
11	Clean the Keurig machine 1x per month	0.00
12	Empty the trash in each office once per week	0.00
13	Check the call log / waitlist	0.00	0.00
14	Visit referral sources once per quarter with marketing materials	0.00		VA can set up your meetings, send emails, and call to confirm, but can't visit in person
15	Write 2 blog posts per month, find pictures, post them on website	0.00	0.00
16	Post to FB once per weekday	0.00	0.00
17	Hiring new clinicians	0.00		VA can help schedule, but you do the hiring
18	Collect all of the money out of the offices once per week	0.00
19	Total all of the money collected and run the deposit to the bank	0.00
20	Run missing progress note report 1x per month, send to clinicians as needed	0.00	0.00
21	Run aging report every 2 weeks, follow up on outstanding claims/payments	0.00	0.00
22	Meet with all therapists individually 1x per month	0.00		VA can help schedule, but you do the meetings
23	Run staff meeting 1x per month	0.00		VA can help schedule and collect material, but can't run the meeting
24	Answer emails from therapists as needed	0.00		VA can sort and take care of a few information only emails
25	Pay bills (rent, etc)	0.00
26	Check the email 3-4x per day	0.00	0.00
27	Scan papers into client records in Theranest	0.00	0.00
28	Enter EOB’s into Theranest	0.00	0.00
29	Categorize transactions in QB	0.00
30	Reconcile account in QB at the end of the month	0.00
31	Make copies of the intake packet	0.00
32	Fax claims for your insurance + other faxes in folder need to be send 2x per week	0.00	0.00
33	Check your system to make sure offices are not double booked 1x per week	0.00	0.00
34	Remind therapists 1x per month to archive their clients	0.00	0.00
35	Marketing activities; community talks, meeting with referral sources, designing and printing marketing materials, etc.	0.00		VA can help you schedule these and line up the details
36	Schedule New Clients / Phone + Email requests	0.00	0.00
37	Fill Canceled Appointments from waiting list	0.00	0.00
38	Answer requests for information from emails/phones	0.00	0.00
39	Other	0.00
40	Other	0.00
41	Other	0.00
42	Total Time Per week	0.00
43	Hours Freed up Weekly from Outsourcing		0.00
44	What could you accomplish with 0 more hours in your week?
45	Click here to learn about our Move Forward Virtual Assistant services.
46	Click here to schedule a converation about how you would use a virtual assistant in your office.
47
48
49
50
51
52
53
54
55
56
57
58
59
60
61
62
63
64
65
66
67
68
69
70
71
72
73
74
75
76
77
78
79
80
81
82
83
84
85
86
87
88
89
90
91
92
93
94
95
96
97
98
99
100